Maintaining Claims


Concept


Steps:

  1. Begin by navigating to the Details page.

     

    Click the Purchasing menu.

    Step 1
  2. Click the Vendor Rebates menu.

    Step 2
  3. Click the Vendor Rebate Claims menu.

    Step 3
  4. Click the Claim Details menu.

    Step 4
  5. Click in the Claim Number field.

    Step 5
  6. Enter the desired information into the Claim Number field. Enter

     a valid value
     e.g.
     "VRC000000000001"
    .

    Step 6
  7. Click the Search button.

    Step 7
  8. Use the Details page to maintain vendor rebate agreement claims.

    Step 8

  9. The Claim Date field displays the claim date. You can modify this claim date if the claim status is Open or Approved.

     

    If you change the claim date, the system will recalculate the claim due date and will display a message asking if you want to accept the new claim due date.

    Step 9

  10. The Claim Due Date field displays the claim due date. You can modify this claim due date if the claim status is Open or Approved.

    Step 10

  11. The Accounting Date field displays the accounting date used for this claim. You can modify this accounting date for a claim in any status.

     

    If you modify the accounting date the system validates that the accounting date is defined in an open period for the claim.

    Step 11

  12. The Settlement Method field displays the settlement method for the claim. You can modify this claim due date if the claim status is Open or Approved.

     

    If you modify the settlement method, you must enter the accounts receivable payment terms or the accounts payable payment terms or both depending on the settlement method. Enter the payments terms using the AR Payment Terms or AP Payment Terms fields.

    Step 12

  13. The Remit From Customer field displays the remit from customer associated with the customer and supplier on the claim. This is the customer that will send the payment for the claim.

    Step 13

  14. The Settlement Tolerance fields appear by default from the vendor rebate agreement. You can override the tolerance settings if you choose.

    Step 14

  15. The Total Claim Amount field displays the total claim amount in the vendor rebate agreement currency.

    Step 15

  16. The Total Claim Collected field displays the total claim collected amount in the vendor rebate agreement currency.

    Step 16

  17. Use the Comments field to enter claim comments. These comments will appear on the Vendor Rebate Claims Print report.

    Step 17

  18. Click the vertical scrollbar.

    Step 18
  19. Click the Activities link to access the Activities page. Use the page to manage the claim activities.

    Step 19

  20. The Claim Amount field displays the claim amount in the vendor rebate agreement currency. You can modify the claim amount if the claim status is: Open, Approved, Deferred, Pending Payment, Partially Paid (if the related active claim settlement is on hold), or Paid.

     

    Click in the Claim Amount field.

    Step 20
  21. Enter the desired information into the Claim Amount field. Enter

     a valid value
     e.g.
     "1500"
    .

    Step 21
  22. Enter a reason code if you modify the claim amount.

     

    Click in the Reason Code field.

    Step 22
  23. Enter the desired information into the Reason Code field. Enter

     a valid value
     e.g.
     "DISPUTE"
    .

    Step 23
  24. Click the Distribution button to access the Distributions page. Use this page to view claim detail distribution information and to update claim distribution ChartFields.

     

    Click the Distribution button.

    Step 24
  25. The Distributions page provides distribution information.

    Step 25

  26. Click the ChartFields tab.

    Step 26
  27. The Type field displays the distribution type. Rebate Agreement. appears for vendor rebate agreement claims.

    Step 27

  28. The other fields on this page display the ChartFields associated with the claim distribution. You can modify the ChartFields if the claim status is Open or Approved.

    Step 28

  29. Click the OK button.

    Step 29
  30. Click the Save button.

    Step 30
  31. The following occurs when a claim amount is changed.

    If the claim status is Open, Approved, or Deferred and you change the claim amount, the system:

    • Validates the accounting date.

    • Recalculates the total claim amount.

    • Recalculates the VAT amounts at the header, line, and distribution levels.

    Step 31

  32. If the claim status is Pending Payment (meaning the claim settlement is already sent to PeopleSoft Payables or PeopleSoft Receivables) and you change the claim amount, the system:

    • Validates the accounting date.

    • Recalculates the total claim amount.

    • Reverses the pending claim settlement.

    • Recreates a new claim settlement with the new claim amount.

    • Recalculates the VAT amounts at the header, line, and distribution levels.

    • Sets the claim header status to Paid and reconciliation status to Reconciled if new claim header total claim amount – total claim collected amount = 0.

    Step 32

  33. If the claim status is Partially Paid and the active claim settlement is on hold (meaning the claim settlement has not been sent to PeopleSoft Payables or PeopleSoft Receivables, and you change the claim amount, the system:

    • Validates the accounting date.

    • Recalculates the total claim amount.

    • Inactivates the pending claim settlement.

    • Recreates a new claim settlement with the new claim amount for the adjustment.

    • Recalculates the VAT amounts at the header, line, and distribution levels.

     

    The new total claim amount cannot be less than the total claim collected amount. For example, suppose that the total claim amount is 100 USD and the total claim collected amount is 40 USD, then you cannot adjust the claim amount by decreasing for more than 60 USD.

    Step 33

  34. If the claim status is Paid (meaning the claim settlement is complete), and you change the claim amount, the system:

    • Validates the accounting date.

    • Recalculates the total claim amount.

    • Creates a new adjustment claim settlement with the new claim amount for the adjustment.

    • Recalculates the VAT amounts at the header, line, and distribution levels.

    • Sets the claim header status to Partially Paid and reconciliation status to To Be Reconciled.

     

    The new total claim amount cannot be less than the total claim collected amount. For example, suppose that the total claim amount is 100 USD and the total claim collected amount is 90 USD, then you cannot adjust the claim amount by decreasing for more than 10 USD.

    Step 34

You have successfully updated a claim amount using the Claim - Details page.